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UNIT 5 – BUSINESS COMMUNICATION- SBAA1101
SCHOOL OF MANAGEMENT STUDIES
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UNIT V
Non-verbal communication – Nature, types, Functions of body language, facial expression,
effective use of face to face telephonic conversation, Recent trends in communication –
E- mail, MMS, Video conferencing, Understanding cultural context ; Inter – cultural factors
in interactions ; Adapting to global business.
NON – VERBAL COMMUNICATION
Behavior and elements of speech aside from the words themselves that transmit meaning. Non-
verbal communication includes pitch, speed, tone and volume of voice, gestures and facial
expressions, body posture, stance, and proximity to the listener, eye movements and contact,
and dress and appearance. Research suggests that only 5 percent effect is produced by the
spoken word, 45 percent by the tone, inflexion, and other elements of voice, and 50 percent by
body language, movements, eye contact,etc.,.
A.Body Language
Some parts of our body can express many indications without any sound. Message can be
transmitted with the help of our body movements which is called body language. Body
language is a form of non-verbal communication, which consists of posture, gestures, facial
expressions, eye movements etc.
1. Facial expression: A facial expression is one or more motions or positions of the muscles in
the skin of face. These movements convey the emotional state of the individual to observers.
Facial expressions for happiness, sadness, anger and fear are similar throughout the world.A
proverb says, ―Face is the index of mind.‖Example: By waving our hands we express
‗good- bye‘; by shaking our head from side to side we express ―we do not know‖.
2. Gestures: Gestures refers to visible bodily actions communicate particular messages which
include movement of the hands, face, eyes, head or other parts of the body. Common gestures
include waving, pointing, and using fingers to indicate numeric amounts. Culture-specific
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gestures that can be used as replacement for words, such as the hand wave used in western
cultures for ―hello‖ and ―goodbye‖.
3. Posture: Posture indicates the position in which we hold the body when standing or sitting.
It can help to communicate non-verbally. Consider the following actions and note cultural
differences:
Bowing not done criticized or affected in US; shows rank in Japan.
Slouching rude in most Northern European areas.
Hands in pocket-disrespectful in Turkey.
Sitting with legs crossed-offensive in Ghana, Turkey.
Showing soles of feet-offensive in Thailand, Saudi Arabia.
4. Eye Gaze or Eye contact: Eye contact indicates looking, staring and blinking etc. which is
important in nonverbal behaviors. Looking at another person can indicate a range of emotions,
including hostility, attention, interest, and attraction, defines power and status and has a central
role in managing impressions of others.
5. Appearance and dress: External appearances also play a vital role to communicate
others. Our clothes dress provide a good visual signal to our interest, age, personality, taste,
and sex. Our choice of color, clothing, hairstyles and other factors affecting appearance
are also considered a means of nonverbal can evoke different moods. Consider differing
cultural standards on what is attractive in dress and on what constitutes modesty. For example,
seeing the dress of army officers, we can easily determine the job status.
6. Touch: Touch is culturally determined. But each culture has a clear concept of what parts
of the body one may not touch. Basic message of touch is to affect or control-protect, support
and disapprove (i.e. hug, kiss, hit, kick)
USA-Handshake is common (even for strangers), hugs and kisses for those of
opposite gender or of family (usually) on an increasingly more intimate basis.
Islamic and Hindu- Typically don‘t touch with the left hand. Left hand is for
toilet
functions. Islamic cultures generally don‘t approve of any touching to opposite
genders (even handshakes). But consider such touching (including hand holding, hugs)
between same sexes to be appropriate.
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7. Silence: Silence is another form of non-verbal communication which expresses the positive
or negative meanings of particular messages. In a classroom, silence indicates that students are
listening carefully and attentively.
B. Space Or Proximity People often refer to their need for ―personal space‖, which are also
important types of non- verbal communication. The physical distance between you and
others signals your level of intimacy and comfort. If someone you don‘t know stand too close
or touches too often, you will probably begin to feel uncomfortable.
C. Time:
Another type of non-verbal communication involves time. Thant is how we give meaning to
time communicates to other. For example, begin late in work everybody a worker can be
considered as a man of carelessness but if a manager does it; we say it is a symbol of power.
We know, time can play a vital role to reduce tension, conflict among groups. It is said that-
―Kill the time to delay the justice‖.
D. Paralinguistic (Tone and Volume of Voice)
Paralinguistic refers to vocal communication that is separate from actual language.
Paralanguage also includes such vocal characteristics as rate (speed of speaking), pitch
(highness or lowness of tone), inflection, volume (loudness) and quality (pleasing or unpleasant
sound).
Vocal characterizers (laugh, cry, yell, moan, whine, belch and yawn). These
send different message in different cultures (Japan- giggling indicates embarrassment;
India- belch indicates satisfaction)
Vocal qualifiers (volume, pitch, rhythm, tempo, and tone). Loudness indicates strength
in Arabic cultures and softness indicates weakness; indicates confidence and authority to
the Germans; indicates impoliteness to the Thai; indicates loss of control to the
Japanese. (Generally, one learns not to ―shout‖ in Asia for nearly any reason). Gender-
based as well women tend to speak higher and more softly than men.
Vocal segregates (UN-huh, shh, uh, ooh, mmmh, hummm, eh mah, lah).
Segretates indicate formality, acceptance, assent, uncertainty.
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E. Visual Communication
When communication takes place by means of any visual aid, it is known as visual
communication. Such as facial expression, gesture, eye contact, signals, map, chart, poster,
slide, sign etc. for example, to indicate ‗danger‘, we use red sign, to indicate ‗no smoking‘, we
use an image showing a lighted cigarette with across mark on it etc.
FACE TO FACE COMMUNICATION
when a small group of people or only two persons involve them in informal talking when they
come to face to face, it is called face to face Communication.
In other word, ―when two or more persons talk to each other and see each other physically, it
can be termed as face to face Communication. It is one kind of two-way oral communication as
both the parties are involved here in conversation.‖ Business Communication
Hence, all the informal talks that place when people come to face to face are considered as
face to face conversations. However, telephone conversation cannot be termed as face to face
conversation, though it is an oral communication.
Characteristics of Face to Face Communication
Face to face communication is an informal oral communication technique. It has some unique
characteristics that are not found in other communication methods. The important
characteristics of face- to- face conversation are discussed below-
Straight Communication: The important feature of Face to face communication
is that it is very much direct or straight. The parties involved in Face to face
communication exchange message directly without using any media. No other
communication technique is as direct as it is.
Informal: Face to face communication is very informal. Under this method the
sender and the receiver exchange message freely and openly. No formalities are
maintained here.
Mutual Relation: Face to face communication depends on the mutual
relationship between the sender and receiver of the message. Nobody can interfere in
such type of communication.
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No Cost Communication: Face to face communication is a no cost communication
in nature as it does not require any instrumental arrangements.
Widely Used: In most of the cases, communication takes place in the form of face
to face conversation. Because of its inherent nature, it is widely used in every sphere
of life.
Word of Mouth Effect: Another important characteristic of Face to
face communication is that it produces huge word of mouth effect. It helps to
spread the negative and positive news about anything of the message.
No Legal Base: Face to face communication or communication does not have
any legal acceptability as it is not written. Face to face communication is almost like
invisible communication.
Spread of Rumor: Face to face communication often helps to spread rumor that
may create negative image of the organization.
Effect of Facial Expression: Another important characteristic of Face to
face communication or communication is that here the facial expression of the
sender and the receiver has immense effect of the entire communication or
conversation process.
Instant Feedback: An important nature of face to face communication is that
it produces instant and quick feedback.
TELEPHONIC COMMUNICATION
Telephone Communication. the transmission of speech over a distance either by electric signals
propagated along conductors or by radio signals; a type of telecommunication.
IMPORTANCE OF TELEPHONIC COMMUNICATION
Personal and Immediate
Short of talking with someone face-to-face, a phone call is the best way to get a
personal response. If the person you called is available, you can take care of business on the
spot. With other forms of communication, such as texting or email, you leave a message
and hope for a quick response. Phone calls have a vocal backup in the form of voice mail. The
caller can leave a detailed voice message, without the restriction of a certain number of
characters or typing a text message on a tiny cell-phone keypad.
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Communication is More than Words
A classic article on communication theory, ―Inference of Attitudes from Nonverbal
Communication in Two Channels,‖ named three components of effective communication: body
language accounts for 55 percent of communication, voice tone for 38 percent and spoken
words for just 7 percent. This analysis is still widely accepted as the basis for effective
communication today.
On the telephone, the tone you use gives dimension and emotion to words, increasing the
effectiveness of the communication. Certain body language, such as smiling and standing while
talking, may come through in the conversation. Texting and emails are simply words open to
interpretation by the receiver, without the benefit of voice tone or body language.
The Value of Interactive Communication
Teleconferencing calls bring people together from all over the organization at a fraction of the
cost of travel and meeting facilities. Attendees can phone in using a toll-free number and access
code to join a virtual conference room where members can interact with the moderator and
other members. Conference calls can be used in conjunction with video conferencing to view
presentations, ask questions via the internet and discuss answers with all attendees.
Phone Calls and Confidentiality
Some communications, such as condolences, disciplinary issues, sensitive and
confidential issues, should be handled with a personal phone call. Taking the time to make
a phone call carries more weight than an impersonal text or email. Without the opportunity for
two-way communication, sensitive issues may be misinterpreted. Text messages and emails
become legal documents and can be retrieved as evidence long after deletion. Some businesses
monitor and record phone conversations between employees and customers for training
purposes. Deleted voice-mail messages may not be retrieved and do not leave a record of the
conversation.
Safe Use of Phones
Making phone calls while driving may be hazardous, but Bluetooth technology makes hands-
free dialing and conversation safe – freeing up travel time to provide availability for business
calls. Texting and emailing while driving are hazardous and, in some states, illegal.
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OF TELEPHONE COMMUNICATION
Interactive Communication
Telephone communication can link various people in an organization through audio
conferencing sessions. Such conference calls can be used in conjunction with video
conferencing to view presentations, ask questions over the Internet or even discuss
issues with other attendees. This eliminates the need for travel, making them both cost-
effective and time-saving.
Long-Distance Communication
Compared to letters, telephone communication is effective across long distances. It
allows for immediate responses and clarification of information. In addition, telephone
communication over long distances is less expensive compared to physical travel.
Effective Personalized Communication
As opposed to emails and text messages, which are simply words open to interpretation
by the receiver, telephone conversations provide a personal touch and allows for
expression of emotions through tone of voice. In addition, telephones enable callers to
leave detailed and clear messages with ease.
Confidential
Some communications, including those involving sensitive or personal information, are
best handled through personalized phone calls. Such two-way communication eliminates
misinterpretation of information. In addition, text messages and emails become legal
documents and can be retrieved as evidence even after deletion.
Safe
Although driving and making phone calls at the same time is dangerous, the introduction
of Bluetooth technology makes doing so much safer. However, texting or emailing
while driving is not only illegal in some states, but also it's a leading cause of vehicle
accidents.
Aid to Businesses
Businesses may use telephone calls to market new products and reach out to new
markets. This personalized marketing strategy enables the business to receive firsthand
information regarding the products and the market in general. Hence, such feedback
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points out areas that may need improvement, which is essential in business
policymaking.
Flexible and Relatively Affordable
Current mobile phones have Internet access, which enhances communication through
several platforms, such as emails, video calls and social networks. In this regard,
Internet access through mobile telephones results in communication efficiency,
flexibility and affordability.
EFFECTIVE USE OF TELEPHONE COMMUNICATION
These general tips apply to anyone who wants to communicate effectively on the
telephone but I will also look at some issues that are specific to English learners.
Prepare for the call
It won‘t sound natural if you prepare a script, but consider what you want to say, with whom
you need to speak, and whether there is any information that the other person may want
from you. Are you likely to need any specific vocabulary that you don‘t usually use? If so,
you can look it up before you start the call.
Be clear about what you want to achieve
Before you make the phone call, think about the purpose of the call. For example, do you
want to gather information, communicate information, negotiate, obtain agreement, make
arrangements, sell something, or develop an idea?
There are many reasons for making telephone calls. If you are clear about what you want to
achieve, it will be easier to measure whether you were successful.
Remember the other person has no non-verbal cues
Unless you are on a videoconference, the other person will have no idea if you are nodding,
shaking your head, smiling or scowling at them! They have no visual cues, so you need to
communicate everything verbally.
Think about your tone of voice
People don‘t just communicate with their words. Messages are also conveyed in the way
that words are delivered. If you sound bored, angry or disinterested, the other person may
well pick up on it and it will then be irrelevant how good your proposal is or how valid your
arguments. It‘s true that they can‘t see you, but a lot can be communicated through your
tone of voice, so make sure that it matches the message that you are trying to get across.
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You may feel unsure about speaking in English, but try not to let this come across in your
tone of voice. Otherwise people may think that you are unsure about your message
too.
Make sure you listen carefully
Communicating is not just about speaking. You need to listen as well. Particularly if you
aren‘t speaking your native language, there is a tendency to focus too much on your own
words because you want them to be right. However you are having a dialogue and the other
person will also be making contributions, asking questions or directing the
conversation, so you need to be aware of these things as well. You don‘t want the other
person to think that you are not interested in what they have to say.
Speak clearly
I worked with a learner who always spoke quickly so that the other person wouldn‘t
hear the mistakes. The problem with this strategy is that she often had to repeat
herself because she spoke too quickly and the other person didn‘t understand what
she said. Don‘t make this mistake! Also, try to be clear.
If you don’t understand something, ask
This is actually a good idea in any situation. Especially if you are communicating on
the telephone, or in another language, there will be times when you are not sure about
something that the other person said. It could be because they have not been clear.
Maybe there was background noise.
Voicemails – be clear and keep it short
Most of the other tips were about direct communication with people but voicemails are
also a way of communicating information using the telephone.
If you need to give a lot of information, an email is likely to be the better choice so
that the recipient can refer to it easily without having to write down the details.
RECENT TRENDS IN COMMUNICATION E-MAIL
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Electronic mail (email or e-mail) is a method of exchanging messages ("mail") between
people using electronic devices. Invented by Ray Tomlinson, email first entered limited use in
the 1960s and by the mid-1970s had taken the form now recognized as email.
Email operates across computer networks, which today is primarily the Internet. Some
early email systems required the author and the recipient to both be online at the same time,
in common with instant messaging. Today's email systems are based on a store-and-forward
model. Email servers accept, forward, deliver, and store messages. Neither the users nor their
computers are required to be online simultaneously; they need to connect only briefly,
typically to a mail server or a webmail interface for as long as it takes to send or receive
messages.
Composing and Sending Messages
From: is your email address, or the address sending the email. Usually this is already
filled in with your address
To: is where you type the email address of the primary recipients.
Subject: is a concise indication of the subject of your message. It is important to include
a subject line because it will benefit the recipient by allowing them see what your email
is about before they open it. It is especially helpful if you are sending email to
someone who might not recognize their address. This will help indicate to them that
the email is not spam, or junk email.
Add CC / Add BCC: To add secondary addresses to your email, click on these links
and additional boxes will appear.
Add CC: CC stands for ―carbon copy.‖ This allows you to ―copy‖ a person on an
email that you are sending to someone else.
Add BCC: This is for ―blind carbon copies.‖ If you send a copy of an email to
someone by putting their address here, the recipients in the To: and CC: boxes will not
be able to see that person‘s address.
Working of E-mail
Email working follows the client server approach. In this client is the mailer i.e. the
mail application or mail program and server is a device that manages emails.
Following example will take you through the basic steps involved in sending and
receiving emails and will give you a better understanding of working of email system:
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Suppose person A wants to send an email message to person B.
Person A composes the messages using a mailer program i.e. mail client and then
select
Send option.
The message is routed to Simple Mail Transfer Protocol to person B‘s mail server.
The mail server stores the email message on disk in an area designated for person B.
The Advantages of Email
1. Email is a free tool. Once you are online, there is no further expense that you need
to spend on in order to send and receive messages.
2. Email is quick. Once you have finished composing a message, sending it is as simple
as clicking a button. Email, especially if an email alert system is integrated into the
network, is sent, delivered and read almost immediately.
3. Email is simple. It is easy to use. Once your account is set up, composing, sending
and receiving messages is simple. Also, email allows for the easy and quick access of
information and contacts.
4. Email allows for easy referencing. Messages that have been sent and received can
stored, and searched through safely and easily. It is a lot easier to go through old email
messages rather than old notes written on paper.
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5. Email is accessible from anywhere – as long as you have an internet connection.
Whether or not you are in the office or on the field, or even overseas, you can access
your inbox and go through your messages.
6. Email is paperless, and therefore, beneficial for the planet. Not only can you reduce
the costs of paper, you are actually reducing the damage paper usage does to the
environment.
7. Email allows for mass sending of messages. An effective medium to utilize to get
your message out there, you can send one particular message to several recipients all at
once.
8. Email allows for instant access of information and files. You can opt to send
yourself files and keep messages so that you have a paper trail of conversations and
interactions you have online just in case you may need them in the future.On the other
hand, while email certainly has its advantages, it can also have disadvantages
especially if an email alert system is not available in the workplace.
The Disadvantages of Email
1. Email could potentially cause information overload. Some messages may be dismissed
or left unread, especially if there are a lot coming in and the network has not
integrated some sort of email alert system into the computers at work.
2. Email lacks a personal touch. While some things are better off sent as written and
typed messages, some things should be verbally relayed or written by hand in a note or
letter.
3. Email can be disruptive. Going through each email can be disruptive to work as it
does require a bit of time. This disruption is decreased through the utilization of an
email alert system.
4. Email cannot be ignored for a long time. The thing with email is that it needs
constant maintenance. If you ignore it, more and more messages will enter your inbox
until it gets to the point that your inbox is no longer manageable.
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5. Email can cause misunderstandings. Because email does not include nonverbal
communication, recipients may misinterpret the sender‘s message. This is
particularly true of senders fail to go through their messages before they send them.
6. Email messages can contain viruses. It‘s best to be aware of this possibility so that
you are careful when opening messages from people you don‘t know, or when
downloading attachments.
7. Email should be kept short and brief. This is especially difficult if you are one to
send messages that are too long.
8. Email requires timely responses. While some people tend to disregard messages,
those that require responses should be replied to as soon as they are received and read.
If not, urgent and important messages may be left untended.
MMS
Multimedia Messaging Service (MMS) is a communications technology developed by 3GPP
(Third Generation Partnership Project) that was developed to enable the transmission of
multimedia content via text message.
A common application of MMS messaging is picture messaging, which is the use of
phone cameras to take photos for immediate delivery to a mobile recipient. Other possibilities
include animations and graphic presentations of stock quotes, sports news and weather reports.
USES OF MMS
Retailers can use MMS in a number of ways, including:
Sending discount codes, vouchers, images of new products, invitations to sales and
other events.
Conducting text-based contests, for example, by using MMS along with a dedicated
number (or virtual number), enabling people who receive the message to text images to the
number to enter and win a specific contest.
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Sending customers animated multimedia messages instead of standard electronic direct
mail for holidays. Consumers are more likely to open and respond to multimedia messages.
Using MMS to send instructional product videos with audio or videos to promote
products.
Reducing shopping cart abandonment by sending images of the items in
customers‘
abandoned carts with links encouraging them to complete their purchases.
VIDEO CONFERENCING
Videoconferencing (or video conference) means to conduct a conference between two or more
participants at different sites by using computer networks to transmit audio andvideo data. For
example, a point-to-point (two-person) video conferencing system works much like a video
telephone.
Different types of video conferencing systems
1. Telepresence Video Conferencing System
Telepresence is designed to host a meeting as closely as possible. Even if the participants are not
in the same room physically, the set-up is done in a way easily. Large screens are used and
cameras are positioned at eye level. The result is a videoconference set-up that appears as if all
the participants are sitting in the same room and around the same table.
2. Integrated Video Conferencing System.
Integrated video conferencing systems are designed generally for group video conferencing
where there's a centralized location for the equipment.
3. Codec
This alternative is the most like a room-based video conferencing framework in that it utilizes an
outside display, camera and microphone, which is the same as does a framework for your
meeting room. It is the best decision for someone who will utilize a whiteboard in his or her
office who need to collaborate with a physical protest or some else in the room or who likes to
stroll about the space while on a call. The space amongst you and the codec enables the
flexibility to utilize the space in your office.
CULTURAL CONTEXT
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In order for an individual to understand what the cultural context involves with regard to how it
affects communication between people it is essential that they ask themselves the question,
what is culture? Culture refers to the set of values, attitudes, beliefs and views that are integrated
within our core principals. These characteristics not only influence the way we think but the
way we view the world. Moreover ‗culture‘ as a tool of assimilation affects our communication
habits as well as personal preferences with regard to desires, needs and wants. Nevertheless, it as
a result of this all-encompassing actuality that miscommunication occurs so regularly within not
only working but social environments. As a result of this fact the cultural context can affect the
sharing of meaning in not only the work place but almost all the other forms of context. An
example of this can be noted through observation Western African countries, which have
several restrictions with regard to how women are allowed to articulate themselves in public.
Nevertheless, this actuality can affect a variety of factors in the workplace with regard to one‘s
daily occupational duties, if they work in a profession where they are required to speak loudly
For example if it is your responsibility to tell your fellow colleagues orders in a professional
kitchen as a result of one‘s cultural obligations you may not be able to perform in that particular
desired occupation.
INTERCULTURAL COMMUNICATION
Culture is ‗the integrated pattern of human knowledge, belief and behavior that depends upon
man's capacity for learning and transmitting knowledge to succeeding generations.‘
Culture 'the customary beliefs, social forms, and material traits of a racial, religious or social
group‗. The term culture is taken from the technical vocabulary of anthropology, wherein it
embraces the entire way of life of members of a community insofar as it is conditioned by
that membership.
Intercultural communication (or cross-cultural communication) is a discipline
that studies communication across different cultures and social groups, or how culture
affects communication. It describes the wide range of communication processes and problems
that naturally appear within an organization or social context made up of individuals from
different religious, social, ethnic, and educational backgrounds. In this sense it seeks to
16
understand how people from different countries and cultures act, communicate and perceive
the world around them.
Many people in intercultural business communication argue that culture determines how
individuals encode messages, what medium they choose for transmitting them, and the way
messages are interpreted. With regard to intercultural communication proper, it studies
situations where people from different cultural backgrounds interact. Aside from language,
intercultural communication focuses on social attributes, thought patterns, and the cultures of
different groups of people. It also involves understanding the different cultures, languages and
customs of people from other countries.
Intercultural communication plays a role in social sciences such as anthropology,
cultural studies, linguistics, psychology and communication studies. Intercultural
communication is also referred to as the base for international businesses. Several cross-
cultural service providers assist with the development of intercultural communication skills.
Research is a major part of the development of intercultural communication skills.
Intercultural communication is in a way the
'interaction with speakers of other languages on equal terms and respecting their identities'.[4]
Identity and culture are also studied within the discipline of communication to analyze how
globalization influences ways of thinking, beliefs, values, and identity, within and
between cultural environments. Intercultural communication scholars approach theory with a
dynamic outlook and do not believe culture can be measured nor that cultures share universal
attributes. Scholars acknowledge that culture and communication shift along with societal
changes and theories should consider the constant shifting and nuances of society.
The study of intercultural communication requires intercultural understanding, which is
an ability to understand and value cultural differences. Language is an example of an important
cultural component that is linked to intercultural understanding.
Cross-cultural communication — the comparison of communication across cultures. Although
cross-cultural communication needs:
Listening Skills
Their emphasis usually lies on being a competent speaker, listening is a key skill
17
that many business personnel do not exercise enough. For cross-cultural communication,
attentive listening is critical to be able to understand meanings, read between the lines and enable
to empathize with the speaker.
Speaking Skills
Listening and speaking must work in tandem for effective cross-cultural communication.
Speaking well is not about accent, use of grammar and vocabulary or having the gift of the gab.
Rather, cross-cultural communication is enhanced through positive speech such as
encouragement, affirmation, recognition and phrasing requests clearly or expressing opinions
sensitively.
Observation
Large amounts of cross-cultural information can be read in people's dress, body language,
interaction and behavior. Be aware of differences with your own culture and try to understand
the roots of behaviors. Asking questions expands your cross-cultural knowledge.
Patience
People need to recognize and understand that sometimes cross-cultural differences
are annoying and frustrating. In these situations, patience is definitely a virtue. Through patience,
respect is won, and cross-cultural understanding is enhanced.
Flexibility
Flexibility, adaptability and open-mindedness are the route to successful cross-cultural
communication. Understanding, embracing and addressing cross-cultural differences leads to the
breaking of cultural barriers, which results in better lines of communication, mutual trust and
creative thinking.
GLOBAL COMMUNICATION
International communication (also referred to as the study of
global communication or transnational communication) is the communication practice that
occurs across international borders.The need for international communication was due to the
increasing effects and influences of globalization. As a field of study, international
communication is a branch of communication studies, concerned with the scope of
"government-to-government", "business-to-business", and "people-to-people" interactions at a
global level.
18
Advantages of global Communication
Makes the World a Smaller Place
Increases Business Opportunities
Improves Cultural Education
Remove cultural barriers
Develop a global village

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BUSINESS COMMUNICATION

  • 1. UNIT 5 – BUSINESS COMMUNICATION- SBAA1101 SCHOOL OF MANAGEMENT STUDIES
  • 2. 1 UNIT V Non-verbal communication – Nature, types, Functions of body language, facial expression, effective use of face to face telephonic conversation, Recent trends in communication – E- mail, MMS, Video conferencing, Understanding cultural context ; Inter – cultural factors in interactions ; Adapting to global business. NON – VERBAL COMMUNICATION Behavior and elements of speech aside from the words themselves that transmit meaning. Non- verbal communication includes pitch, speed, tone and volume of voice, gestures and facial expressions, body posture, stance, and proximity to the listener, eye movements and contact, and dress and appearance. Research suggests that only 5 percent effect is produced by the spoken word, 45 percent by the tone, inflexion, and other elements of voice, and 50 percent by body language, movements, eye contact,etc.,. A.Body Language Some parts of our body can express many indications without any sound. Message can be transmitted with the help of our body movements which is called body language. Body language is a form of non-verbal communication, which consists of posture, gestures, facial expressions, eye movements etc. 1. Facial expression: A facial expression is one or more motions or positions of the muscles in the skin of face. These movements convey the emotional state of the individual to observers. Facial expressions for happiness, sadness, anger and fear are similar throughout the world.A proverb says, ―Face is the index of mind.‖Example: By waving our hands we express ‗good- bye‘; by shaking our head from side to side we express ―we do not know‖. 2. Gestures: Gestures refers to visible bodily actions communicate particular messages which include movement of the hands, face, eyes, head or other parts of the body. Common gestures include waving, pointing, and using fingers to indicate numeric amounts. Culture-specific
  • 3. 2 gestures that can be used as replacement for words, such as the hand wave used in western cultures for ―hello‖ and ―goodbye‖. 3. Posture: Posture indicates the position in which we hold the body when standing or sitting. It can help to communicate non-verbally. Consider the following actions and note cultural differences: Bowing not done criticized or affected in US; shows rank in Japan. Slouching rude in most Northern European areas. Hands in pocket-disrespectful in Turkey. Sitting with legs crossed-offensive in Ghana, Turkey. Showing soles of feet-offensive in Thailand, Saudi Arabia. 4. Eye Gaze or Eye contact: Eye contact indicates looking, staring and blinking etc. which is important in nonverbal behaviors. Looking at another person can indicate a range of emotions, including hostility, attention, interest, and attraction, defines power and status and has a central role in managing impressions of others. 5. Appearance and dress: External appearances also play a vital role to communicate others. Our clothes dress provide a good visual signal to our interest, age, personality, taste, and sex. Our choice of color, clothing, hairstyles and other factors affecting appearance are also considered a means of nonverbal can evoke different moods. Consider differing cultural standards on what is attractive in dress and on what constitutes modesty. For example, seeing the dress of army officers, we can easily determine the job status. 6. Touch: Touch is culturally determined. But each culture has a clear concept of what parts of the body one may not touch. Basic message of touch is to affect or control-protect, support and disapprove (i.e. hug, kiss, hit, kick) USA-Handshake is common (even for strangers), hugs and kisses for those of opposite gender or of family (usually) on an increasingly more intimate basis. Islamic and Hindu- Typically don‘t touch with the left hand. Left hand is for toilet functions. Islamic cultures generally don‘t approve of any touching to opposite genders (even handshakes). But consider such touching (including hand holding, hugs) between same sexes to be appropriate.
  • 4. 3 7. Silence: Silence is another form of non-verbal communication which expresses the positive or negative meanings of particular messages. In a classroom, silence indicates that students are listening carefully and attentively. B. Space Or Proximity People often refer to their need for ―personal space‖, which are also important types of non- verbal communication. The physical distance between you and others signals your level of intimacy and comfort. If someone you don‘t know stand too close or touches too often, you will probably begin to feel uncomfortable. C. Time: Another type of non-verbal communication involves time. Thant is how we give meaning to time communicates to other. For example, begin late in work everybody a worker can be considered as a man of carelessness but if a manager does it; we say it is a symbol of power. We know, time can play a vital role to reduce tension, conflict among groups. It is said that- ―Kill the time to delay the justice‖. D. Paralinguistic (Tone and Volume of Voice) Paralinguistic refers to vocal communication that is separate from actual language. Paralanguage also includes such vocal characteristics as rate (speed of speaking), pitch (highness or lowness of tone), inflection, volume (loudness) and quality (pleasing or unpleasant sound). Vocal characterizers (laugh, cry, yell, moan, whine, belch and yawn). These send different message in different cultures (Japan- giggling indicates embarrassment; India- belch indicates satisfaction) Vocal qualifiers (volume, pitch, rhythm, tempo, and tone). Loudness indicates strength in Arabic cultures and softness indicates weakness; indicates confidence and authority to the Germans; indicates impoliteness to the Thai; indicates loss of control to the Japanese. (Generally, one learns not to ―shout‖ in Asia for nearly any reason). Gender- based as well women tend to speak higher and more softly than men. Vocal segregates (UN-huh, shh, uh, ooh, mmmh, hummm, eh mah, lah). Segretates indicate formality, acceptance, assent, uncertainty.
  • 5. 4 E. Visual Communication When communication takes place by means of any visual aid, it is known as visual communication. Such as facial expression, gesture, eye contact, signals, map, chart, poster, slide, sign etc. for example, to indicate ‗danger‘, we use red sign, to indicate ‗no smoking‘, we use an image showing a lighted cigarette with across mark on it etc. FACE TO FACE COMMUNICATION when a small group of people or only two persons involve them in informal talking when they come to face to face, it is called face to face Communication. In other word, ―when two or more persons talk to each other and see each other physically, it can be termed as face to face Communication. It is one kind of two-way oral communication as both the parties are involved here in conversation.‖ Business Communication Hence, all the informal talks that place when people come to face to face are considered as face to face conversations. However, telephone conversation cannot be termed as face to face conversation, though it is an oral communication. Characteristics of Face to Face Communication Face to face communication is an informal oral communication technique. It has some unique characteristics that are not found in other communication methods. The important characteristics of face- to- face conversation are discussed below- Straight Communication: The important feature of Face to face communication is that it is very much direct or straight. The parties involved in Face to face communication exchange message directly without using any media. No other communication technique is as direct as it is. Informal: Face to face communication is very informal. Under this method the sender and the receiver exchange message freely and openly. No formalities are maintained here. Mutual Relation: Face to face communication depends on the mutual relationship between the sender and receiver of the message. Nobody can interfere in such type of communication.
  • 6. 5 No Cost Communication: Face to face communication is a no cost communication in nature as it does not require any instrumental arrangements. Widely Used: In most of the cases, communication takes place in the form of face to face conversation. Because of its inherent nature, it is widely used in every sphere of life. Word of Mouth Effect: Another important characteristic of Face to face communication is that it produces huge word of mouth effect. It helps to spread the negative and positive news about anything of the message. No Legal Base: Face to face communication or communication does not have any legal acceptability as it is not written. Face to face communication is almost like invisible communication. Spread of Rumor: Face to face communication often helps to spread rumor that may create negative image of the organization. Effect of Facial Expression: Another important characteristic of Face to face communication or communication is that here the facial expression of the sender and the receiver has immense effect of the entire communication or conversation process. Instant Feedback: An important nature of face to face communication is that it produces instant and quick feedback. TELEPHONIC COMMUNICATION Telephone Communication. the transmission of speech over a distance either by electric signals propagated along conductors or by radio signals; a type of telecommunication. IMPORTANCE OF TELEPHONIC COMMUNICATION Personal and Immediate Short of talking with someone face-to-face, a phone call is the best way to get a personal response. If the person you called is available, you can take care of business on the spot. With other forms of communication, such as texting or email, you leave a message and hope for a quick response. Phone calls have a vocal backup in the form of voice mail. The caller can leave a detailed voice message, without the restriction of a certain number of characters or typing a text message on a tiny cell-phone keypad.
  • 7. 6 Communication is More than Words A classic article on communication theory, ―Inference of Attitudes from Nonverbal Communication in Two Channels,‖ named three components of effective communication: body language accounts for 55 percent of communication, voice tone for 38 percent and spoken words for just 7 percent. This analysis is still widely accepted as the basis for effective communication today. On the telephone, the tone you use gives dimension and emotion to words, increasing the effectiveness of the communication. Certain body language, such as smiling and standing while talking, may come through in the conversation. Texting and emails are simply words open to interpretation by the receiver, without the benefit of voice tone or body language. The Value of Interactive Communication Teleconferencing calls bring people together from all over the organization at a fraction of the cost of travel and meeting facilities. Attendees can phone in using a toll-free number and access code to join a virtual conference room where members can interact with the moderator and other members. Conference calls can be used in conjunction with video conferencing to view presentations, ask questions via the internet and discuss answers with all attendees. Phone Calls and Confidentiality Some communications, such as condolences, disciplinary issues, sensitive and confidential issues, should be handled with a personal phone call. Taking the time to make a phone call carries more weight than an impersonal text or email. Without the opportunity for two-way communication, sensitive issues may be misinterpreted. Text messages and emails become legal documents and can be retrieved as evidence long after deletion. Some businesses monitor and record phone conversations between employees and customers for training purposes. Deleted voice-mail messages may not be retrieved and do not leave a record of the conversation. Safe Use of Phones Making phone calls while driving may be hazardous, but Bluetooth technology makes hands- free dialing and conversation safe – freeing up travel time to provide availability for business calls. Texting and emailing while driving are hazardous and, in some states, illegal.
  • 8. 7 OF TELEPHONE COMMUNICATION Interactive Communication Telephone communication can link various people in an organization through audio conferencing sessions. Such conference calls can be used in conjunction with video conferencing to view presentations, ask questions over the Internet or even discuss issues with other attendees. This eliminates the need for travel, making them both cost- effective and time-saving. Long-Distance Communication Compared to letters, telephone communication is effective across long distances. It allows for immediate responses and clarification of information. In addition, telephone communication over long distances is less expensive compared to physical travel. Effective Personalized Communication As opposed to emails and text messages, which are simply words open to interpretation by the receiver, telephone conversations provide a personal touch and allows for expression of emotions through tone of voice. In addition, telephones enable callers to leave detailed and clear messages with ease. Confidential Some communications, including those involving sensitive or personal information, are best handled through personalized phone calls. Such two-way communication eliminates misinterpretation of information. In addition, text messages and emails become legal documents and can be retrieved as evidence even after deletion. Safe Although driving and making phone calls at the same time is dangerous, the introduction of Bluetooth technology makes doing so much safer. However, texting or emailing while driving is not only illegal in some states, but also it's a leading cause of vehicle accidents. Aid to Businesses Businesses may use telephone calls to market new products and reach out to new markets. This personalized marketing strategy enables the business to receive firsthand information regarding the products and the market in general. Hence, such feedback
  • 9. 8 points out areas that may need improvement, which is essential in business policymaking. Flexible and Relatively Affordable Current mobile phones have Internet access, which enhances communication through several platforms, such as emails, video calls and social networks. In this regard, Internet access through mobile telephones results in communication efficiency, flexibility and affordability. EFFECTIVE USE OF TELEPHONE COMMUNICATION These general tips apply to anyone who wants to communicate effectively on the telephone but I will also look at some issues that are specific to English learners. Prepare for the call It won‘t sound natural if you prepare a script, but consider what you want to say, with whom you need to speak, and whether there is any information that the other person may want from you. Are you likely to need any specific vocabulary that you don‘t usually use? If so, you can look it up before you start the call. Be clear about what you want to achieve Before you make the phone call, think about the purpose of the call. For example, do you want to gather information, communicate information, negotiate, obtain agreement, make arrangements, sell something, or develop an idea? There are many reasons for making telephone calls. If you are clear about what you want to achieve, it will be easier to measure whether you were successful. Remember the other person has no non-verbal cues Unless you are on a videoconference, the other person will have no idea if you are nodding, shaking your head, smiling or scowling at them! They have no visual cues, so you need to communicate everything verbally. Think about your tone of voice People don‘t just communicate with their words. Messages are also conveyed in the way that words are delivered. If you sound bored, angry or disinterested, the other person may well pick up on it and it will then be irrelevant how good your proposal is or how valid your arguments. It‘s true that they can‘t see you, but a lot can be communicated through your tone of voice, so make sure that it matches the message that you are trying to get across.
  • 10. 9 You may feel unsure about speaking in English, but try not to let this come across in your tone of voice. Otherwise people may think that you are unsure about your message too. Make sure you listen carefully Communicating is not just about speaking. You need to listen as well. Particularly if you aren‘t speaking your native language, there is a tendency to focus too much on your own words because you want them to be right. However you are having a dialogue and the other person will also be making contributions, asking questions or directing the conversation, so you need to be aware of these things as well. You don‘t want the other person to think that you are not interested in what they have to say. Speak clearly I worked with a learner who always spoke quickly so that the other person wouldn‘t hear the mistakes. The problem with this strategy is that she often had to repeat herself because she spoke too quickly and the other person didn‘t understand what she said. Don‘t make this mistake! Also, try to be clear. If you don’t understand something, ask This is actually a good idea in any situation. Especially if you are communicating on the telephone, or in another language, there will be times when you are not sure about something that the other person said. It could be because they have not been clear. Maybe there was background noise. Voicemails – be clear and keep it short Most of the other tips were about direct communication with people but voicemails are also a way of communicating information using the telephone. If you need to give a lot of information, an email is likely to be the better choice so that the recipient can refer to it easily without having to write down the details. RECENT TRENDS IN COMMUNICATION E-MAIL
  • 11. 10 Electronic mail (email or e-mail) is a method of exchanging messages ("mail") between people using electronic devices. Invented by Ray Tomlinson, email first entered limited use in the 1960s and by the mid-1970s had taken the form now recognized as email. Email operates across computer networks, which today is primarily the Internet. Some early email systems required the author and the recipient to both be online at the same time, in common with instant messaging. Today's email systems are based on a store-and-forward model. Email servers accept, forward, deliver, and store messages. Neither the users nor their computers are required to be online simultaneously; they need to connect only briefly, typically to a mail server or a webmail interface for as long as it takes to send or receive messages. Composing and Sending Messages From: is your email address, or the address sending the email. Usually this is already filled in with your address To: is where you type the email address of the primary recipients. Subject: is a concise indication of the subject of your message. It is important to include a subject line because it will benefit the recipient by allowing them see what your email is about before they open it. It is especially helpful if you are sending email to someone who might not recognize their address. This will help indicate to them that the email is not spam, or junk email. Add CC / Add BCC: To add secondary addresses to your email, click on these links and additional boxes will appear. Add CC: CC stands for ―carbon copy.‖ This allows you to ―copy‖ a person on an email that you are sending to someone else. Add BCC: This is for ―blind carbon copies.‖ If you send a copy of an email to someone by putting their address here, the recipients in the To: and CC: boxes will not be able to see that person‘s address. Working of E-mail Email working follows the client server approach. In this client is the mailer i.e. the mail application or mail program and server is a device that manages emails. Following example will take you through the basic steps involved in sending and receiving emails and will give you a better understanding of working of email system:
  • 12. 11 Suppose person A wants to send an email message to person B. Person A composes the messages using a mailer program i.e. mail client and then select Send option. The message is routed to Simple Mail Transfer Protocol to person B‘s mail server. The mail server stores the email message on disk in an area designated for person B. The Advantages of Email 1. Email is a free tool. Once you are online, there is no further expense that you need to spend on in order to send and receive messages. 2. Email is quick. Once you have finished composing a message, sending it is as simple as clicking a button. Email, especially if an email alert system is integrated into the network, is sent, delivered and read almost immediately. 3. Email is simple. It is easy to use. Once your account is set up, composing, sending and receiving messages is simple. Also, email allows for the easy and quick access of information and contacts. 4. Email allows for easy referencing. Messages that have been sent and received can stored, and searched through safely and easily. It is a lot easier to go through old email messages rather than old notes written on paper.
  • 13. 12 5. Email is accessible from anywhere – as long as you have an internet connection. Whether or not you are in the office or on the field, or even overseas, you can access your inbox and go through your messages. 6. Email is paperless, and therefore, beneficial for the planet. Not only can you reduce the costs of paper, you are actually reducing the damage paper usage does to the environment. 7. Email allows for mass sending of messages. An effective medium to utilize to get your message out there, you can send one particular message to several recipients all at once. 8. Email allows for instant access of information and files. You can opt to send yourself files and keep messages so that you have a paper trail of conversations and interactions you have online just in case you may need them in the future.On the other hand, while email certainly has its advantages, it can also have disadvantages especially if an email alert system is not available in the workplace. The Disadvantages of Email 1. Email could potentially cause information overload. Some messages may be dismissed or left unread, especially if there are a lot coming in and the network has not integrated some sort of email alert system into the computers at work. 2. Email lacks a personal touch. While some things are better off sent as written and typed messages, some things should be verbally relayed or written by hand in a note or letter. 3. Email can be disruptive. Going through each email can be disruptive to work as it does require a bit of time. This disruption is decreased through the utilization of an email alert system. 4. Email cannot be ignored for a long time. The thing with email is that it needs constant maintenance. If you ignore it, more and more messages will enter your inbox until it gets to the point that your inbox is no longer manageable.
  • 14. 13 5. Email can cause misunderstandings. Because email does not include nonverbal communication, recipients may misinterpret the sender‘s message. This is particularly true of senders fail to go through their messages before they send them. 6. Email messages can contain viruses. It‘s best to be aware of this possibility so that you are careful when opening messages from people you don‘t know, or when downloading attachments. 7. Email should be kept short and brief. This is especially difficult if you are one to send messages that are too long. 8. Email requires timely responses. While some people tend to disregard messages, those that require responses should be replied to as soon as they are received and read. If not, urgent and important messages may be left untended. MMS Multimedia Messaging Service (MMS) is a communications technology developed by 3GPP (Third Generation Partnership Project) that was developed to enable the transmission of multimedia content via text message. A common application of MMS messaging is picture messaging, which is the use of phone cameras to take photos for immediate delivery to a mobile recipient. Other possibilities include animations and graphic presentations of stock quotes, sports news and weather reports. USES OF MMS Retailers can use MMS in a number of ways, including: Sending discount codes, vouchers, images of new products, invitations to sales and other events. Conducting text-based contests, for example, by using MMS along with a dedicated number (or virtual number), enabling people who receive the message to text images to the number to enter and win a specific contest.
  • 15. 14 Sending customers animated multimedia messages instead of standard electronic direct mail for holidays. Consumers are more likely to open and respond to multimedia messages. Using MMS to send instructional product videos with audio or videos to promote products. Reducing shopping cart abandonment by sending images of the items in customers‘ abandoned carts with links encouraging them to complete their purchases. VIDEO CONFERENCING Videoconferencing (or video conference) means to conduct a conference between two or more participants at different sites by using computer networks to transmit audio andvideo data. For example, a point-to-point (two-person) video conferencing system works much like a video telephone. Different types of video conferencing systems 1. Telepresence Video Conferencing System Telepresence is designed to host a meeting as closely as possible. Even if the participants are not in the same room physically, the set-up is done in a way easily. Large screens are used and cameras are positioned at eye level. The result is a videoconference set-up that appears as if all the participants are sitting in the same room and around the same table. 2. Integrated Video Conferencing System. Integrated video conferencing systems are designed generally for group video conferencing where there's a centralized location for the equipment. 3. Codec This alternative is the most like a room-based video conferencing framework in that it utilizes an outside display, camera and microphone, which is the same as does a framework for your meeting room. It is the best decision for someone who will utilize a whiteboard in his or her office who need to collaborate with a physical protest or some else in the room or who likes to stroll about the space while on a call. The space amongst you and the codec enables the flexibility to utilize the space in your office. CULTURAL CONTEXT
  • 16. 15 In order for an individual to understand what the cultural context involves with regard to how it affects communication between people it is essential that they ask themselves the question, what is culture? Culture refers to the set of values, attitudes, beliefs and views that are integrated within our core principals. These characteristics not only influence the way we think but the way we view the world. Moreover ‗culture‘ as a tool of assimilation affects our communication habits as well as personal preferences with regard to desires, needs and wants. Nevertheless, it as a result of this all-encompassing actuality that miscommunication occurs so regularly within not only working but social environments. As a result of this fact the cultural context can affect the sharing of meaning in not only the work place but almost all the other forms of context. An example of this can be noted through observation Western African countries, which have several restrictions with regard to how women are allowed to articulate themselves in public. Nevertheless, this actuality can affect a variety of factors in the workplace with regard to one‘s daily occupational duties, if they work in a profession where they are required to speak loudly For example if it is your responsibility to tell your fellow colleagues orders in a professional kitchen as a result of one‘s cultural obligations you may not be able to perform in that particular desired occupation. INTERCULTURAL COMMUNICATION Culture is ‗the integrated pattern of human knowledge, belief and behavior that depends upon man's capacity for learning and transmitting knowledge to succeeding generations.‘ Culture 'the customary beliefs, social forms, and material traits of a racial, religious or social group‗. The term culture is taken from the technical vocabulary of anthropology, wherein it embraces the entire way of life of members of a community insofar as it is conditioned by that membership. Intercultural communication (or cross-cultural communication) is a discipline that studies communication across different cultures and social groups, or how culture affects communication. It describes the wide range of communication processes and problems that naturally appear within an organization or social context made up of individuals from different religious, social, ethnic, and educational backgrounds. In this sense it seeks to
  • 17. 16 understand how people from different countries and cultures act, communicate and perceive the world around them. Many people in intercultural business communication argue that culture determines how individuals encode messages, what medium they choose for transmitting them, and the way messages are interpreted. With regard to intercultural communication proper, it studies situations where people from different cultural backgrounds interact. Aside from language, intercultural communication focuses on social attributes, thought patterns, and the cultures of different groups of people. It also involves understanding the different cultures, languages and customs of people from other countries. Intercultural communication plays a role in social sciences such as anthropology, cultural studies, linguistics, psychology and communication studies. Intercultural communication is also referred to as the base for international businesses. Several cross- cultural service providers assist with the development of intercultural communication skills. Research is a major part of the development of intercultural communication skills. Intercultural communication is in a way the 'interaction with speakers of other languages on equal terms and respecting their identities'.[4] Identity and culture are also studied within the discipline of communication to analyze how globalization influences ways of thinking, beliefs, values, and identity, within and between cultural environments. Intercultural communication scholars approach theory with a dynamic outlook and do not believe culture can be measured nor that cultures share universal attributes. Scholars acknowledge that culture and communication shift along with societal changes and theories should consider the constant shifting and nuances of society. The study of intercultural communication requires intercultural understanding, which is an ability to understand and value cultural differences. Language is an example of an important cultural component that is linked to intercultural understanding. Cross-cultural communication — the comparison of communication across cultures. Although cross-cultural communication needs: Listening Skills Their emphasis usually lies on being a competent speaker, listening is a key skill
  • 18. 17 that many business personnel do not exercise enough. For cross-cultural communication, attentive listening is critical to be able to understand meanings, read between the lines and enable to empathize with the speaker. Speaking Skills Listening and speaking must work in tandem for effective cross-cultural communication. Speaking well is not about accent, use of grammar and vocabulary or having the gift of the gab. Rather, cross-cultural communication is enhanced through positive speech such as encouragement, affirmation, recognition and phrasing requests clearly or expressing opinions sensitively. Observation Large amounts of cross-cultural information can be read in people's dress, body language, interaction and behavior. Be aware of differences with your own culture and try to understand the roots of behaviors. Asking questions expands your cross-cultural knowledge. Patience People need to recognize and understand that sometimes cross-cultural differences are annoying and frustrating. In these situations, patience is definitely a virtue. Through patience, respect is won, and cross-cultural understanding is enhanced. Flexibility Flexibility, adaptability and open-mindedness are the route to successful cross-cultural communication. Understanding, embracing and addressing cross-cultural differences leads to the breaking of cultural barriers, which results in better lines of communication, mutual trust and creative thinking. GLOBAL COMMUNICATION International communication (also referred to as the study of global communication or transnational communication) is the communication practice that occurs across international borders.The need for international communication was due to the increasing effects and influences of globalization. As a field of study, international communication is a branch of communication studies, concerned with the scope of "government-to-government", "business-to-business", and "people-to-people" interactions at a global level.
  • 19. 18 Advantages of global Communication Makes the World a Smaller Place Increases Business Opportunities Improves Cultural Education Remove cultural barriers Develop a global village